A wedding is the most rental-intensive event most people throw. Here's the complete guide.
What you typically need
Core (almost every wedding):
- Tables (round 60in for guest tables, rectangular for sweetheart + buffet)
- Chairs (Chiavari for ceremony + reception, or matching style)
- Linens (tablecloths + napkins, often premium colors)
- Glassware + flatware (often included with venue catering)
Common upgrades:
- Tent (if outdoor, weather-uncertain venue)
- Dance floor (if venue floor isn't dance-suitable)
- Lighting (string lights, uplighting, market lights)
- Photo booth or 360 video
- Bar / cocktail station
- Heaters + fans (climate-dependent)
Timing
- 12+ months out: book core rentals (tables, chairs, tent for popular dates)
- 6-9 months out: finalize linen colors, add specialty items
- 3-4 months: photo booth + lighting + add-ons
- 14 days before: final confirmation + balance due
- Day before/of: delivery + setup
Typical costs
- 50-guest backyard wedding: $1,500-$3,500
- 100-guest wedding: $2,500-$5,500
- 200-guest wedding with full add-ons: $6,000-$12,000+
- 300-guest wedding with premium everything: $15,000-$25,000+
What to ask the venue first
- What's included in venue rental? (tables, chairs, basic linens often)
- Vendor restrictions? (some require approved vendor list)
- Setup access? (when can rentals be delivered)
- Tear down timing? (next morning vs same night)
Common mistakes to avoid
- Underestimating quantity. 100 guests = 105 chairs (extras for spillage), 11 round tables (10 guests / table = uncomfortable; 8-9 is right).
- Skipping the linen splurge. Premium linens are 5% of total budget but 40% of perceived elegance.
- Not booking the dance floor. Most wedding floors aren't actually dance-friendly. Worth the $400-$700.
- Forgetting heaters / fans. Spring + fall outdoor weddings need climate control.
- Skipping insurance / damage waiver. $50-$150 for the waiver vs $500-$2,000 for damaged equipment.
The bottom line
Book core rentals 12+ months out, add-ons 3-6 months. $2,500-$5,500 for 100-guest, scale up from there. Confirm venue inclusions first. Find party rental operators.